Front Office Scheduler

Job Title: Front Office Scheduler

Location: California Pain Consultants
Reports To: Front Office Manager/Clinic Supervisor
Job Type: Full-time/Part-time
Hours: Monday-Friday

Job Summary:

We are seeking an organized and detail-oriented Front Office Scheduler to join our dynamic team at California Pain Consultants This position plays a critical role in ensuring the efficient scheduling of patient appointments, managing the front office, and providing excellent customer service. The ideal candidate will have strong communication skills, the ability to multitask, and a passion for helping patients feel welcome and supported.

Key Responsibilities:

• Schedule Appointments: Efficiently manage and schedule patient appointments via phone, email, and electronic scheduling systems. Ensure that all appointments are scheduled accurately, with appropriate time slots based on provider availability.
• Manage Patient Records: Collect and verify patient information, including insurance details and personal information. Ensure patient records are accurately updated and maintained in the clinic’s electronic health record (EHR) system.
• Coordinate with Medical Providers: Work closely with physicians, nurses, and other healthcare staff to ensure that appointments are booked based on the clinic’s daily needs and the availability of the care providers.
• Answer and Screen Calls: Answer incoming calls promptly and courteously, addressing patient inquiries and directing calls to the appropriate department. Schedule follow-up appointments when needed.
• Confirm Appointments: Confirm patient appointments ahead of time, reschedule missed appointments, and follow up on cancellations or no-shows.
• Check-in/Check-out Procedures: Greet patients when they arrive, ensuring proper check-in procedures are followed. Collect co-pays and process payments as needed. Assist patients with any questions or concerns they may have regarding their visit.
• Maintain Clean and Organized Front Office: Ensure that the front office area is clean, organized, and conducive to a professional and welcoming environment for patients and visitors.
• Assist with Billing and Insurance Verification: Assist patients with insurance verification, billing inquiries, and provide guidance on payment options when required.
• Manage Clinic Communication: Keep patients informed about any changes to their scheduled appointments or clinic hours, and provide timely communication regarding wait times or delays.

Qualifications:

• High school diploma or equivalent required; additional education or certification in healthcare administration is a plus.
• Previous experience in a medical office or healthcare setting preferred.
• Proficiency in using electronic health record (EHR) systems, appointment scheduling software, and basic office equipment (e.g., phone, fax, computer).
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills, with the ability to work effectively with patients, medical staff, and team members.
• Detail-oriented with the ability to maintain accuracy in scheduling and patient information.
• Ability to maintain confidentiality and adhere to HIPAA regulations.

Physical Requirements:

• Ability to sit for long periods, occasionally bend or lift objects, and perform light office work.
• Must be able to use office equipment, including telephones, computers, and copiers.

Benefits:

• Competitive salary based on experience.
• Health, dental, and vision benefits.
• Paid time off and holiday leave.
• Opportunities for career growth and professional development.
• Supportive and friendly team environment.

This job description outlines the main duties and qualifications of the Front Office Scheduler role. It is not intended to be an exhaustive list of all responsibilities, and additional tasks may be assigned as necessary based on clinic needs.